Minutes of a meeting of the
Devonport-Takapuna Local Board held in the Devonport-Takapuna Local Board
Chamber, Takapuna Service Centre, Level 3, 1 The Strand, Takapuna on Tuesday,
15 March 2016 at 6.00pm.

The 19-year-old Aucklander added 9cm
to her national record, when she cleared 4.80m on her third and final attempt
at the national track and field championships on 5 March 2016. The attempt
was also 3cm clear of the previous Oceania record, and is the best vault of
any woman in outdoor competition this year, the fifth-best since the start of
2015 and is the 11th best vault for a woman in history.

a)confirm the use of the former Returned Services Association (RSA)
building at 2 Mary Poynton Crescent as the site of a new youth centre, which
will be primarily focused on providing benefits for young people, mainly in
the Devonport-Takapuna Local Board area.

b)approve an expression of interest process inviting applications
from interested parties wishing to enter into a lease for the former Returned
Services Association (RSA) building 2 Mary Poynton Crescent with a view to
refurbishing the property to accommodate a number of youth services, with a
specific focus on youth innovation, training and employment for all young
people.

c)request that a representative nominated by the
Devonport-Takapuna Youth Board be included on the procurement panel for the
expression of interest process for the former Returned Services Association (RSA)
building at 2 Mary Poynton Crescent as the site of a new youth centre.

d)approve in principle a new lease to the
successful applicant on the following terms:

i) term
– five years from a date to be agreed with one five year right of renewal;

ii) rent
- $1.00 plus GST per annum if requested;

iii) that
the successful applicant will be required to negotiate a community outcomes
plan approved by the local board, noting that this will form part of the
lease document and will be reviewed annually to ensure that agreed outcomes
are being met, and that any changes are reported back to the local board for
consideration as soon as reasonably practicable; and

iv) that
all other lease terms and conditions will be in accordance with the Auckland
Council Community Occupancy Guidelines July 2012.

e)note that a formal report
seeking approval of preferred candidate and lease terms is expected to be
presented at the local board’s June or July 2016 business meeting.

a) consider the applications
listed in the table below and agree to fund, part-fund or decline each
application:

Applicant

Funding for

Amount
requested

Amount
allocated

Reason for
decline

Show Me
Shorts Film Festival Trust

Towards the
costs of design, printing, advertising and administration wages in November
2016

$1,999

$1,000

Depot Art
and Music Space

Towards the
costs of gallery hire of the Depot Artspace and framing of artwork for the
'my name is artist' project between July 2016 to August 2016

$2,000

$2,000

Wellington
Museums Trust (Capital E)

Towards
ticket subsidies for Shu's Songs and Hinepau productions between June 2016
to September 2016

$2,000

$0

Declined – schools
from local area are not currently attending

Youthline
Auckland Charitable Trust

Towards the
purchase of a portable projector, public announcement system, folding
table, folding chairs and promotional material for community events in the
Devonport-Takapuna Local Board area between April 2016 to October 2016

$1,300

$0

Declined –
no direct link to the Devonport-Takapuna Local Board Grants programme
outcomes and priorities

Sunnynook
Community Centre Incorporated

Towards the
costs of entertainment, prizes, face-paint, juice, tea and coffee for
participants at the Sunnynook Community Centre Family Fun Day event in
March 2016

$2,000

$2,000 –
retrospectively funded, local board is satisfied by the mitigating
circumstances

First
Devonport Scout Group

Towards the
purchase of a new sign for the scout den, door mat and two wind wands
between March 2016 to April 2016

$1,452

$1,452

UpsideDowns
Education Trust

Towards the
costs for two families in the Devonport-Takapuna Local Board area to be
reimbursed for attendance for the speech therapy programme in March 2016

$1,860

$0

Declined –
no direct link to the Devonport/Takapuna Local Board Grants programme
outcomes and priorities

Children's
Autism Foundation

Towards the
printing of programme booklets, therapist wages and volunteer costs for the
'Hands On' Autism workshops at Wilson Home Trust between May 2016 to
December 2016

$2,000

$0

Declined –
no direct link to the Devonport-Takapuna Local Board Grants programme
outcomes and priorities

Devonport
Community House Creche

Towards the
purchase of two easels, a workbench and an outdoor mat in March 2016

b) schedule two additional
briefings for the purposes of the Annual Plan 2016/17 requirements on:

i. Tuesday, 19 April from
3.30pm to 5.00pm; and

ii. Tuesday, 17 May from
3.00pm to 5.00pm.

c)reschedule the business meeting on Tuesday, 21 June 2016 to
Tuesday, 14 June 2016 at 6.00pm.

d)note that the local board may, if necessary, call an
additional meeting in June to receive a formal report
seeking approval of a preferred candidate and lease terms for
the former Returned Services Association (RSA) building at 2 Mary Poynton
Crescent as the site of a new youth centre.

e)cancel the briefing/community forum on Tuesday, 6 September
2016 at 3.30pm and schedule a business meeting on Tuesday, 6 September 2016
at 6.00pm.

f)provide a total of $9,000 from its planning and development
budget to the Milford, Takapuna Beach and Devonport business associations to
enable them to purchase additional Marketview data that will assist the
business associations to drive local economic development and employment
growth in the Devonport-Takapuna local Board area

g)advise the Cowper Street residents, should they wish to
proceed, to follow due process and at their own cost file for resource
consent to have the Liquidambar trees in Cowper Street removed.

h)endorse the Devonport-Takapuna
Local Board feedback to the Auckland Development Committee on the Resource
Legislation Amendment Bill, noting that it was submitted for consideration to
the 10 March 2016 meeting of the Auckland Development Committee.

i)repurpose $38,095 originally allocated
towards the Depot Artspace Lighting and Ceiling Upgrade for 2015/2016 to the Takapuna
Pumphouse Theatre to undertake a specialised investigation to determine the
source of the various water ingress and dampness problems in the coal bunker
of the Pumphouse.

i)supports the greater clarity provided about the role of local
board representatives on business improvement district (BID) programme
boards, but notes that most of the relevant content is not included in the
policy but in the operating standards, and therefore suggests that the
principles of the role of local board representatives be included in the
policy;

ii)asks that reference to a requirement for key performance
indicators (KPI) be included in the draft BID Policy 2016 as it was in the
BID Policy (2011), rather than in the operating standards, as a requirement
for KPIs is an important policy principle;

iii)asks that the policy relating to KPIs requires them to be
meaningful, measureable, and aligned to achieving the outcomes in the
business association’s strategic plan;

iv)requests clarity as to the role of the local board with respect
to the 3-5 strategic planning process on page 22 of the draft BID Policy
document.

Accountability

v)as a general principle, asks that business improvement district
(BID) programme compliance requirements are kept to the minimum necessary for
the partners to ensure the BID programme is operating successfully, and that
the word “must” be changed to “recommend” in relation to compliance
requirements, except where absolutely necessary;

vi)asks for flexibility in how business association presentations
to the local board are handled so that briefings or portfolio meetings are
able to be used where appropriate, rather than it being a mandatory
requirement to report formally to the local board;

vii)notes that the BID Policy (2011) acknowledges that local boards
are accountable to their constituents for the business improvement district (BID)
programme targeted rate money being spent as was intended and asks that this
principle is carried into the BID Policy (2016);

Other matters

viii)asks the following benefits be added as part of a business
improvement district (BID) programme membership:

(i) governance training for
business association board members running business improvement district (BID)
programmes to provide business associations with the best possible skills to
run a successful BID programme; and

(ii) ongoing purchase of
Marketview data, as business associations need this support from council in
order to meet the common goals of local economic development, noting that
Auckland Council is much better placed to provide this information cost
effectively than individual business associations.

a)appoint Members Cohen and Roe, as the
relevant portfolio holders, responsibility to provide feedback on the draft
Civil Defence and Emergency Management Group Plan by 18 April 2016, noting
that all members are invited to attend the working party meetings.

c)agree in principle with the community
led small build approach but has concerns with the implementation as provided
and makes the following comments:

i) there
are too many rules and the criteria is unrealistic;

ii)the community contribution (cash or in
kind) level of 80% or greater of the project cost is too high, as this should
be set at 50% or greater of the project cost;

iii)the maximum project cost of $250,000 is
too low because it does not reflect the realistic costs of most community
projects;

iv)a Memorandum of Understanding should be
in plain English that is easy to understand;

v)the proposed community led projects
coordinator role be fulfilled by the strategic broker who should be empowered
to lead the programme and facilitate the appropriate level of support across
council for each project;

vi)must have Auckland Council and ‘the group’
members involved in the procurement process, if possible from the
commencement of the project;

a) nominate
the Chairperson to attend the Local Government New Zealand 2016 Annual
General Meeting and Conference from Sunday, 24 July 2016 to Tuesday, 26 July
2016 on the basis that the conference programme is relevant to the local board’s
work programme.

b) confirm
that conference attendance including travel and accommodation will be paid
for in accordance with the current Auckland Council Elected Member Expense
Policy.

e)request that Auckland Transport scope,
as an Auckland Transport Local Board Capital Fund project and informed by
council’s Parks department, realigning/replacing of the footpath abutting the
Stanley Bay Beach reserve, taking out the extra wide tarmac width currently
there and creating a more people friendly environment.